Implementation plan for the new system
Stakeholders associated with the implementation
Stakeholders are generally people who may affect and be affected by the business decision or action. With the implementation of a new administrative system, the stakeholders associated with the implementation will be the owner, employees of Clipper, customers of Clipper, suppliers, software engineers etc.
Methods used and benefits of consulting stakeholders
It is crucial to know what every stakeholder thinks of the new implementation changes, therefore, before any implementation, manager or the owner should communicate with each stakeholder personally to figure out the adaptiveness of the new administrative system. As everyone if there to make the business a better place, a more competitive business, therefore it is very important to seek advice or opinion from these people, and make them feel appreciated. Owner may appoint manager to arrange a meeting with their internal employees, to discuss how the new implementation will benefit the business and everyone as a whole. Whereas for customers, emails may be sent to each and every one of them, indicating that there may be some down time when we are making the changes, however, it will not take long for the business to operate as usual, and we assure customers that we will perform way better than before with the aid of new software. It is also important to discuss with the supplier and software engineers in order to lower the costs and make sure the application created is the one needed.
The whole purpose of consulting stakeholders is to ensure that everyone is in position when the implementation begins. It is beneficial to the business as well as to themselves, to ensure smooth implementation and future commitment. Within internal members, it is extremely crucial that they know exactly what to do, and what to expect when new system is in place. As they are the ones who will be operating the software when dealing with prospective customer, they need to be told of what to expect and what they have to learn in order to perform good in their tasks as there may be a shift of roles.
Timeframe for implementing the system
Detail staff involvement and staff support given during the process of change.
It is crucial to promote staff involvement during the process of change, so that staff will feel appreciated. Other than that, staff support is mandatory as they will be the one doing the input. Staff no longer allowed to hand write quotes into carbon paper, they have to learn how to key in figures and words into the software in a fast manner. Staff will have to learn the soft skills needed to operate the application. Staff will also be restructured to better tailor with the business new administrative system.
Benefits of involving staff in the implementation process.
Involving staff support during the process of changes, so that staff will know how to deal with error when it occurs, who to ask for help when there is a problem. It is highly motivational when every staff are grouped together to learn of the change, to make the system easier to use and to provide opinion as a whole. Opinion from staff themselves are very important to improve the new system, as every single flaw may cause a huge difference in output. It also ensures that gardeners are productive as early as possible. It will also reveal how effective and ease to use for the new administrative system, in the meantime allowing us to recognize each gardener’s strength and weakness.
Training requirements of staff
All gardeners and office staff of Clipper have to be involved in the onsite and offsite training, as this is a brand new system that is computerised. It is something that no one has encounter in the business, and therefore it is crucial that everyone know what they are doing, and what is the whole purpose of such change. A computerised system is totally different from the original manual system whereby everything is slow paced and hand written. Staffs need to pick up with the new era, learn how the technology works, how to work through tablet with few clicks, rather than scribble on the carbon paper resulting misinterpretation of office staff.
Detail how and when training would be conducted.
Second week of the implementation is when the training should be conducted. Within this week, Clipper should provide notice to their staff that everyone has to stay over time in the company after their work for 2 hours each day. As gardener ends work at 4pm from Monday to Friday, and 12pm on Saturday. Training may start at 5pm and last for 2 hours in weekdays, and start at 1pm, ends at 5pm on Saturday. All training is compulsory for all staff to attend.
A tablet will be distributed to the gardener in the first day of the training, and the trainer will lead everyone through on how to use the table in assessing the software. Trainer will be here for a week to ensure all staff knows exactly on how to operate the system and record data in an accurate manner.
New procedures associated with the new system
Procedure on how staff would be made familiar with the new system and how responsibilities would be assigned
Strategies to communicate changes to staff
Detail how information would be transferred between current and new administrative system.
As the current administrative system is manual based with a huge number of hard copy carbon paper being documented in office. It is therefore necessary for the office staff to first enter every single information into the software, every gardener may use this opportunity to practice on their new software skills and get use to the layout of the software. Clipper will be going full computerised in the future; therefore, hardcopy will no longer be needed. All information must be made available online, for easy access at any time of the day by the authorised personnel. This is also to ensure previous records will be there when staff needed access to it through software application.
People involved and their role in system changeover
The owner and the manager will be the only people involved in system changeover and for planning purposes. It is important to build the company hierarchy, as the business is currently expanding, a formalize business structure will be needed to ensure future smooth expansion. Manager will come out with proposed plans after meeting with relevant authority, the owner will then have a deep discussion with the rest of the team before making a decision on which plan to be implemented.
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